CARMEN RULLAN
DR KALAKOTA
Kissimmee,FL
1
Language
30
years of professional experience
Experienced Medical Records Specialist with expertise in electronic health records, medical coding, chart auditing, and HIPAA compliance. Known for accurate records management, patient registration, and protecting confidential information.
Work History
Medical Records Specialist
15 Years 1 Month- Reviewed chart details, correcting documentation to ensure compliance and accuracy across medical files.
- Sorted, indexed, and retrieved records efficiently through office record systems to enhance accessibility.
- Protected patient confidentiality during record handling and release requests.
- Checked incoming documents for completeness before scanning into charts.
- Reviewed incoming documents for completeness before scanning into charts.
- Responded to patient and staff inquiries about medical record access.
- Adhered to HIPAA guidelines when handling protected health information.
- Collected, filed, scanned, and retrieved confidential patient information.
- Provided information in response to inquiries, ensuring clarity and understanding regarding the status of patient records or their availability.
- Ensured that all required forms were completed accurately and completely prior to storage or release.
- Reviewed medical records for accuracy and completeness, supporting high-quality patient care.
- Pulled patient records and transferred information to appropriate parties.
- Managed patient intake, vital signs, and exam room preparation in busy clinic settings.
- Scheduled appointments, updated charts, and maintained accurate electronic health records.
- Assisted providers with examinations, procedures, and treatment room setup.
- Reviewed patient histories, verified information, and supported chart documentation.
- Coordinated referrals, follow-up calls, and patient instructions with medical teams.
- Maintained supply inventory, ordered materials, and organized clinical work areas.
- Trained new medical assistants on front office and back office routines.
- Kept examination rooms clean, stocked with necessary supplies and prepared for incoming patients.
- Assisted physicians with patient care by taking vital signs, patient histories and preparing patients for examinations.
- Adhered to HIPAA regulations regarding the safeguarding confidential patient information at all times.
- Relayed messages from patients to physicians about concerns, condition updates or refill requests to facilitate treatment.
- Managed a multi-line phone system to efficiently route calls to relevant personnel., scheduled appointments and managed patient flow while greeting visitors in a professional manner.
- Documented notes during patient visits.
- Performed diagnostic tests including EKGs and spirometry to assist with patient evaluations.
- Educated patients about medications, procedures and patients' physician instructions instructions.
- Registered new patients into practice management software program accurately entered demographic information.
- Contacted pharmacies to submit and refill patients' prescriptions.
- Answered phones, scheduled appointments, greeted patients and ordered supplies.
- Administered medications under physicians' supervision.
- Positioned patients properly during examination or treatment for comfort and safety.
- Changed dressings on wounds to prevent infection and checked for healing.
- Assisted back office patient processes to reduce office wait times.
- Operated x-ray and electrocardiogram (EKG) to administer diagnostic tests.
- Reconciled customer accounts and resolved billing discrepancies with internal teams.
- Prepared aging reports and reviewed overdue balances for collection follow-up.
- Communicated with customers about invoices, credits, and payment status.
- Coordinated with sales and finance teams on billing and collections issues.
- Processed invoices, payments and credits for customers.
- Created a positive first impression by greeting visitors warmly. and directed traffic through front office
- Answered multi-line phones and routed calls to proper staff
- Scheduled appointments and maintained daily calendar updates
- Managed incoming mail, packages, and office deliveries
- Entered guest and caller information into office records
- Prepared reception area and maintained professional appearance
- Resolved inquiries by providing detailed information and assistance to clients and visitors, using courteous service and clear communication
- Answered incoming calls, redirected callers to the appropriate personnel or department and took messages as needed.
- Greeted customers warmly and made them feel welcome.
- Provided excellent customer service by responding quickly to inquiries via phone or email in a professional manner.
- Maintained an organized reception area and ensured that all guests were attended promptly.
- Performed data entry into computer systems to maintain accurate records of customer information.
- Handled payment processing and provided customers with receipts and proper bills and change.
- Assisted with scheduling appointments for clients and visitors.
- Resolved any customer complaints or issues in a timely fashion following established protocols.
- Provided administrative support such as filing documents, photocopying and scanning materials.
- Handled cash transactions accurately, balancing the register at the end of each shift.
- Explained policies and procedures to visitors.
- Completed basic bookkeeping and document filing.
- Prepared daily shift close reports and balanced the cash register to accurately reflect transactions.
- Signed for packages, recorded deliveries, and distributed to personnel.
- Managed incoming and outgoing mail, courier services, faxes and other correspondence.
- Responded to inquiries and room requests made online, by phone, and via email.
- Worked with housekeeping and maintenance staff to address and resolve building and room issues.
- Input customer data into reservation systems and updated to reflect room changes.
- Maintained an accurate inventory of office supplies to ensure availability for staff. inventory levels, placed orders for replenishment as needed and monitored deliveries upon arrival.
- Verified identity documents for new customers before opening accounts in accordance with company policies.
- Reconciled daily financial transactions against cash receipts at the end of each day's business activity.
- Monitored visitor access control systems including issuing identification badges when necessary.
- Drafted professional business documents, spreadsheets, and correspondence.
- Preserved office security by following safety procedures and controlling access via the reception desk.
- Updated and maintained office policies and procedures.
- Handled sensitive information in a confidential manner.
- Answered incoming calls, directed them to appropriate personnel and took messages.
- Processed and distributed internal and external communications.
- Answered a multi-line telephone with polite a polite tone of voice to provide general information and answer inquiries.
- Protect clients' rights by maintaining confidentiality of personal and financial information.
- Monitored reception area to provide consistently safe, hazard-free environment for customers.
- Supplied callers with office address and directions, employee email addresses and phone extensions.
- Investigated and analyzed client complaints to identify and resolve issues.
- Transmitted information or documents to customers through email, mailings or fax machine.
- Coordinated pick-up and delivery of express mail services.
- Processed customer invoices for company accounts receivable records.
- Reviewed payment postings and matched remittances to open balances.
- Tracked past-due accounts and prepared collection follow-up notices.
- Communicated with customers and internal teams about billing questions.
- Updated receivable records in accounting systems and spreadsheets.
- Researched short payments, disputes, and unapplied cash items.
- Prepared monthly aging reports for accounts receivable management.
- Coordinated credit holds, invoice corrections, and account adjustments.
- Assisted in resolving customer billing disputes, credit issues, and discrepancies.
- Maintained detailed records of all collections activities including contact attempts and payment arrangements made with customers.
- Updated customer account profiles with current contact information and other relevant details.
- Performed credit checks on applicants, chose credit limit and set up billing, terms.
- Processed credit card payments for customers through a secure online portal.
- Conducted periodic reviews of delinquent accounts and initiated appropriate action based on company policies.
- Worked collaboratively with other departments such as Sales and Customer Service to resolve outstanding issues quickly.
- Generated monthly financial statements for review by management team members.
- Negotiated payment plans and arrangements.
- Analyzed customer account trends to recommend improvements in the collection process.
- Updated accounts with recent information and processed customer payments.
- Analyzed customer accounts to identify and resolve discrepancies.
- Accepted and processed customer payments and applied toward account balances.
- Managed daily posting of payments to customer accounts.
- Performed administrative tasks to support strategic initiatives.
- Compiled weekly and monthly reports summarizing total amounts collected from each customer.
- Investigated past due accounts and contacted customers to arrange payment plans when necessary.
- Reconciled customer statements against internal records to identify any discrepancies or errors.
- Provided administrative support to the Accounts Receivable department staff members as needed.
- Researched claim denials, identified causes and resolved issues to promote prompt insurance payment.
- Verified accuracy of invoices prior to distributing them to customers.
- Compiled aging reports to summarize outstanding receivables and support financial management. on customer accounts receivable balances and communicated with customers regarding overdue payments.
- Ensured compliance with applicable laws and regulations related to accounts receivable management.
- Identified areas where changes could be implemented to improve efficiency in the Accounts Receivable process.
- Prepared invoices for customers and tracked payments to ensure accuracy.
- Responded to customer inquiries via phone, email, or mail regarding their accounts receivable status.
- Reviewed customer accounts and updated payment information as needed.
- Managed daily cash receipts and deposits into bank accounts.
- Performed daily data entry of financial transactions into accounting software.
- Facilitated payment of invoices due by sending bill reminders and contacting clients
- Summarized receivables by maintaining invoice accounts and coordinating monthly transfers to accounts receivable accounts.
- Completed daily accounts receivable ledger reconciliations.
- Managed AP and AR operations, coordinating staff workflows and reviewing completed work to reduce errors.
- Utilized daily audit information to update aging reports.
- Streamlined operations to improve on-time collections and reduce invoice processing time.
- Upheld strict quality and accuracy standards through daily process adjustments.
- Initiated legal or collection agency intervention for severely overdue accounts.
- Coordinated with the accounting department to post payments and adjustments accurately.
- Implemented effective billing procedures, reducing errors and improving customer satisfaction.
- Managed entire accounts receivable process, ensuring timely invoicing and collection activities.
Assistant Manager
3 Years 4 Months- Coordinated front desk operations for DR LOUIS clinic staff and patient flow.
- Supervised daily operations including scheduling shifts, assigning duties.
- Managed patient scheduling, appointment changes, and daily calendar coverage.
- Managed customer service inquiries and complaints in a timely manner.
- Supervised reception staff, assigned duties, and resolved service issues.
- Maintained patient files, confidentiality, and updated practice records.
- Monitored employee attendance records, timekeeping, and payroll information.
- Oversees billing support, payment records, and insurance claim follow-up.
- Prepared daily reports, correspondence, and management updates.
- Enforced clinic policies, service standards, and workplace procedures.
- Maintained up-to-date knowledge of company products and services.
- Monitored office supplies, equipment needs, and vendor orders.
- Ensured compliance with safety regulations and company policies.
- Provided guidance and support to junior staff members on daily tasks, projects, and objectives.
- Resolved conflicts between team members in an effective manner.
- Collaborated with management on developing strategic plans for achieving business goals.
- Coordinated with other departments to ensure smooth flow of operations.
- Organized training sessions for new hires to familiarize them with the workplace environment.
- Recruited and trained new employees to meet job requirements.
- Developed a system for tracking inventory and ordering supplies as needed.
- Created reports on sales trends, inventory levels, and financial data.
- Established processes for monitoring customer satisfaction levels.
- Assisted in the development of operational strategies to ensure efficient and productive operations.
- Conducted regular performance reviews for employees to identify areas of improvement.
- Maintained accurate records of sales transactions using point-of-sale systems.
- Completed thorough opening, closing, and shift change functions to maintain operational standards each day.
- Remained calm and professional in stressful circumstances and effectively diffused tense situations.
- Delegated work to staff, setting priorities and goals.
- Provided leadership, insight and mentoring to newly hired employees to supply knowledge of various company programs.
- Reviewed completed work to verify consistency, quality, and conformance.
- Assigned work and monitored performance of project personnel.
- Interviewed prospective employees and provided input to HR on hiring decisions.
- Produced thorough, accurate and timely reports of project activities.
- Evaluated individual and team business performance and identified opportunities for improvement.
- Planned and led team meetings to review business results and communicate new and ongoing priorities.
- Planned and delivered training sessions to improve employee effectiveness and address areas of weakness.
- Held regular one-on-one meetings with employees to review performance and priorities and provide feedback.
- Created and managed budgets for travel, training, and team-building activities.
- Proposed or approved modifications to project plans.
Front Desk Supervisor
10 Years 2 Months- Supervised front desk operations for busy dental practice patient flow.
- Coordinated patient scheduling, cancellations, and appointment reminders at practice reception.
- Greeted patients and managed check-in and check-out procedures.
- Answered multi-line phones and routed calls to the correct office staff.
- Verified insurance details and updated patient records in practice systems.
- Processed paperwork, forms, and correspondence for dental office visits.
- Trained front desk staff on office procedures and patient service standards.
- Resolved patient questions with calm, professional communication at reception.
- Supervised daily operations at the front desk including check-ins and checkouts, reservations.
- Monitored the front desk staff to ensure proper customer service was provided.
- Resolved customer complaints promptly and efficiently.
- Processed payments, cashiering duties and credit card transactions accurately.
- Conducted regular performance evaluations of front desk staff members.
- Tracked inventory of supplies needed for the front desk area.
- Created weekly schedules for front desk staff according to business needs.
- Delegated tasks to front desk staff according to their strengths. to staff, setting priorities and goals.
Education
CERTIFIED - AIRLINES AND TOURISM
Skills
HIPAA compliance
Electronic records management
Medical coding compliance
Data management
Quality assurance
Data entry
Patient onboarding
Languages
Spanish
Native/ Bilingual
Timeline
Medical Records Specialist
DR KALAKOTA
09.2011 - CurrentRead More
Assistant Manager
DR LOUIS
02.2007 - 06.2010Read More
Front Desk Supervisor
DR WEINBERGER
11.1996 - 01.2007Read More
AIRLINES AND TOURISM
CERTIFIED from AIRLINES AND TOURISM
Read More